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ITEM 32

City Council Memorandum Police Memo No. N/A

Date:

September 12, 2024

To:

Mayor and Council

Thru:

Joshua H. Wright, City Manager
Tadd Wille, Assistant City Manager
Bryan Chapman, Police Chief

From:

Donny Witt, Police Technology Senior Manager

Subject:

Purchase of Cloud Conversion and Annual Support and Maintenance Services for the Police Records Management System (RMS) and Computer Aided Dispatch (CAD) System

Proposed Motion:

Move City Council approve the purchase of computer aided dispatch (CAD) and records management system (RMS) annual support and maintenance services, from Versaterm Public Safety, Inc., for a period of three years, beginning August 1, 2024, through July 31, 2027, in an amount not to exceed $533,458 in the first year, and authorize a payment not to exceed $99,250 for the RMS cloud conversion.

Background/Discussion:

The City Council approved the purchase of the Versaterm integrated police records management, computer-aided dispatch, mobile data computing, and field reporting systems in March 2010. The Police Department requires ongoing maintenance and services for these products and their ancillary modules, which are only available through the vendor in the form of annual maintenance. The maintenance includes product upgrades, patches and fixes to correct issues, and interfaces with other systems.

Additionally, the Police Department plans to convert the RMS to a cloud-based platform this fiscal year, enabling further integration and data management. A one-time payment for this conversion is included in the overall cost.

Evaluation:

In March 2010, City Council approved the purchase of the Police records management system from Versaterm Public Safety, Inc. The purchase included system components for computer aided dispatch, mobile data computing, and field reporting, as well as a maintenance agreement renewed annually in subsequent years. The software is proprietary and annual maintenance and support of the software is available only from Versaterm Public Safety, Inc.

Fiscal Impact

Account No.

Fund Name

Program Name

Dollar Amount

CIP Funded Y/N

101.2065.5419.0.0.0

General Fund

N/A

$632,708.00